Site Admin Coordinator
Zakum Development Company (ZADCO)
Total years of experience :17 years, 3 Months
•Preparing various documents such as letters, memoranda, reports, circulars, forms, .. etc. as directed by Vice President as well as checking and proof reading various outgoing documents for its accuracy as necessary.
•Receiving, sorting, registering and distributing incoming mail, faxes and documents such as letters, memo, faxes, notices, quotations, Transmission Slips, etc.
•Keeping and maintaining confidentiality of classified matters or issues, and update a reliable and efficient filing system for all site correspondence and documents (Centralized filing system).
•Marinating site meetings schedule and Vice President’s meetings calendar.
•Arranging meeting venue, visual aids, preparing and distributing agenda and record minutes of meetings.
•Receiving the project documents from Vice President; distribute them to concerned departments for comment and action and updating document register and follow-up.
•Coordinate receiving input and then preparing documents such as:
a) Daily Production Reports,
b) Weekly Activity Report,
c) Monthly Reports,
b) Low Value Purchase Orders (LVPO),
e) Site Budgets (in consultation with respective departments), Business Performance
f) Management System (Master Plan, Level - 3 updates).
•Prepares minutes of meetings (e.g. Site Bi-Weekly, HSE, Sports Committee, SU-BU Site Coordination etc.).
•Taking role as a member of emergency response team by recording event during site emergency cases.
•Preparing relevant documentation during Medical Evacuation (MEDEVAC) as per ZADCO Emergency Communication Chart.
•Coordinating/Following up with concerned departments for various matters that need to be responded to and writing professional memos and emails, if required.
•Acting as the coordinator during site events, if required, and serving as office receptionist by receiving and directing site visitors.
•Receiving and disseminating information to all concerned personnel.
•Coordinating with functional departments in Abu Dhabi as well as providing assistance to Site based HQ Personnel for any matters that require follow-up.
•Following up various personnel issues with HR office as site
•Performing duties in a safe, professional manner by complying with ZADCO’s HSE procedures and guidelines.
•Coordinating Vice President’s travel and transport arrangements as per his directions.
•Coordinating/liaising with Site HR, Administration, Planning and Logistics for accommodation and helicopter or travel arrangements for short notice cases in the event of urgent jobs requirement at Site.
•Coordinating with relevant departments/travel agents for outstation trips for other sites personnel as necessary and ensuring all arrangements are made on time.
•Maintaining up-to-date record of Site Best Initiatives and Spot Award Records, following up and coordinating with all concerned Site Sections/Abu Dhabi Departments and issuing necessary documents as required.
•Coordinating/properly following up of training plans and transfer issues for site based employees with Manpower Development Section (MD).
•Carrying out the duties of MD Site Coordinator during his absence to fulfil the UAE National Development program requirements.
•Acting as IT Coordinator in consultation with IT (Site/Abu Dhabi).
•Responsible for other duties or tasks assigned.
•Maintaining relevant manager work flow processes in Oracle HRMS.
1.Responsible for following activities:
•Managing project correspondence exchange with EPC contractor.
•Processing various documents received within the project management team.
•Updating the status of various documents in Company EDMS.
•Drafting various types of correspondence such as letters, memos & other correspondence in Arabic\English, following up until it’s officially issued to EPC.
•Responsible drafting other correspondence as assigned by Project Managers.
•Assist in writing up various technical documents as requested by manager.
•Uploading and transmitting various correspondence documents via EDMS i.e. ACONEX documents sharing system.
•Acting as a personal assistant and for senior project manager who is located in site.
•Arranging project periodical meetings and events, and maintaining the project calendar.
•Assist in preparing the monthly project executive meeting presentation
•Receiving letter of assistance requests from EPC contractor, processing and following up requests until issued.
•Issuing temporary security letters and photographing permits to EPC contactor.
•Assisting EPC Contractor and Sub-contractors in their security permits requirements.
•Liaising with critical infrastructure & coastal protection authority (CICPA) with regard to security permits issues.
•Act as a transport coordinator in arranging transport for project management team according to their needs.
•Responsible for other duties assigned by senior project manager.
2.Supervising the following activities:
•Maintaining electronic records for various correspondences.
•Filing system and related activities in the project.
•Arrangements for sending documents to home office through company driver.
•Making necessary arrangements for site visitors as instructed by home office.
•Making requests for office supplies and safety gears.
•Making service requests for site office facilities, equipment & vehicles in case of any faults and technical problems.
•Managing site drivers & pool vehicles.
•Supervising junior admin staff and office assistants.
3.Assist in the following activities:
•Assist in receiving various documents and official/staff personal mails; forward it to respective site recipients.
•Receiving and maintaining forms in site office server.
•Meeting site visitors and direct them according to their needs
•Assisting site staff in filling various administrative forms
•Receiving administrative forms and processing and following up.
•Receiving various inquiries from site office staff, communicating these concerns to person in charge from home office (if required).
•Following up site staff pending administrative issues, requests, and applications through phone and emails and assist in closing such issues.
•Preparing and sending various reports\updates to home office on weekly basis or as per requested by superiors.
•Meeting new site staff assisting them in orientation process and attending their needs.
•Assisting site managers in performing various tasks as per their request.
•Composing, typing, and distributing meeting notes, routine correspondence, and reports.
•Responsible for typing, compiling and filing of project documents as per instructed by Construction Manager.
•Processing Project documents internally within project management team
•Receiving and distributing incoming documents and prepare answers to routine correspondence.
•Assist in writing up technical documents and reports
•Arrange conferences, meetings, and travel reservations from/to site for project management team personnel.
•Maintain project calendar
•Schedule and confirm appointments for potential visitors.
•Coordinate site events and meetings.
•Making requests for trainings, making and communicating trainings schedules.
•Locate and attach appropriate files to incoming correspondence requiring replies.
•Mail newsletters, promotional material, and other information.
•Assist in making copies of correspondence and other printed material as requested by superiors.
•Setup and maintain paper and electronic filing systems for records, correspondence, and other material.
•Reviewing work done by others to check for correct spelling and grammar, ensure that company format policies are followed, and recommend revisions.
•Operate electronic mail systems and coordinate the flow of information both internally and with other organizations.
•Distribute incoming personal mail and other material.
•Processing Requests for Inspections (RFI’s) upon receiving.
•Receiving and processing time sheets
•Assist in investigating discrepancies in reported working hours
•Complete administrative forms in accordance with company procedures.
•Following up on project team HR issues
•To answer queries of company site employees on work related matters and liaise between with project home office.
•Receiving calls in professional manner.
•Meeting sites visitors and attending their needs
•Making orders for office supplies, equipment maintenance and safety gears as required.
•Assist in maintaining stock for office supplies and safety gears
•Coordinating transportation and managing site vehicles.
•Follow up on relevant activities and assignments.
as per attached resume
As per my resume
As per attached resume..
Bachelor of Business Administration (Honors)